Say you are planning to organize a graduation event. It could be a party or a formal ceremony. And since graduation is one of the most sought-after moments for the students, you want to give them the best experience possible.
Hence, you’d like to leave no stone unturned to make the best arrangements. This would include everything from the event theme and food to the venue and guest entries.
Managing guest entries at the venue is one of the most important jobs. Here’s why:
- None wants any trespassers to enter the event by forging with the original tickets
- The guest entry management system should not only be secure but also fast
- Your entry management tool must help you adhere to social distancing norms and contactless arrangements
- Once the event ends, you must get access to analytical data
In this article, you’ll see how to take care of all the concerns mentioned above with a simple tool called—Ticket Generator.
A. QR Code-based tickets to the rescue
You probably know what QR Codes are. For the uninitiated, QR Codes are 2D barcodes that can store a lot of information and are easily scannable with a smartphone.
QR Code-based tickets can offer you all the benefits mentioned above.
And to create such tickets, you need a professional tool such as Ticket Generator. It allows you to create secure event tickets that are easy to generate and validate.
To understand how it works, you can check out this video:
To help you understand it better, here’s how the list of features your graduation event tickets can have:
1. Seamless generation of tickets
Since this is going to be a big event, with many guests and alumni, you’ll need multiple tickets. And creating them individually will take a lot of time. Don’t worry, Ticket Generator allows you to create them in bulk.
And it still helps you add unique information to each ticket. It could be anything such as guest name, seat number, etc.
2. Get event registrations
Since you are organizing a graduation event, you’d need your guests to register for it. And it’s great if you can do it contactlessly. Here, an advanced service provider can help you do it. It would help you get registrations while generating graduation tickets against them at the same time.
And to do it, the event registration feature comes in handy.
This feature allows you to create a mobile landing page with a registration form. Once generated, you can share the link to this form with your guests. It even allows you to choose whether you’d want the registrations to be approved automatically or manually.
Once registration is approved, your guest will receive the ticket in their email. This process is not only efficient but also saves time and money.
3. Event ticket distribution
You know how the pandemic has shifted focus to contactless arrangements.
And as an event organizer, you need to do the same. You can start by avoiding paper-based tickets. Hence, you must prefer tools that allow you to send the tickets digitally to your guests.
It could be via email, SMS, or both of them. Guests can show these digital graduation tickets at the entry gate, get them validated, and enter the venue. Hence, there is no need for them to get the tickets printed.
4. Queue management
Graduation events are full of people. Hence, there is a high chance of long queues at the entry gate. But the pandemic has rendered them unsafe too.
However, Ticket Generator has got you covered.
You know it offers QR Code-based tickets. And QR Codes get scanned within seconds of you holding the phone over them. Yeah, that’s right. They are well known for their fast scanning abilities.
Hence, each coordinator can validate each ticket quickly, leading to a shorter validation time.
That means very short to no queues at the venue premises.
5. Event ticket validation
Say, your guests have started arriving at the venue. Here, you’d need to validate their graduation tickets.
Generally, traditional paper-based tickets are used as entry passes for guest validation.
But this method is not only tedious but also comes with the risk of physical contact.
However, tools such as Ticket Generator can make the entire process easy, touchless, and fast. All that you need to do is—create the tickets, send them to your guests (either digitally or physically), and validate them at the venue.
Your event coordinators can validate tickets using their smartphones. All they need to do is—install the Ticket Validator app on their smartphones. Once done, they can then scan the QR Code with their smartphone to see if the ticket is valid, invalid, or duplicated. Here’s how it looks:
In fact, you can appoint multiple event coordinators to help with ticket validation. This would help speed up the process further.
6. Event analytics
Say your event has ended and you want to see the performance statistics.
Here, Ticket Generator has got you covered. It offers you valuable insights into your event and guests. These include event attendance, the total number of new, used, expired, invalid, duplicate tickets, tickets validated per coordinator, and the total number of re-entries allowed.
With this data, you will know how your event performed and where you need to improve.
B. How to generate Graduation event tickets
As mentioned above, only a professional ticket generation service can help you create these graduation tickets.
Using Ticket Generator, here’s how you can do it in a few simple steps:
1. Generate tickets for your guests
a. Head on to Ticket Generator and sign up for free
After signing up, you’ll get ten credits for free. These credits allow you to create tickets. Also, one credit is required to create one ticket.
And the best part is you don’t need to add any card details while signing up.
b. Now, go to the Create Event section and click on the Bulk button
c. Here, create an event by adding details such as event description, time zone, and venue
After specifying and reviewing all the details, click Create.
d. Once done, you’ll be asked to design the tickets. Here, you’ll see two options—Upload Own Design and Default Design
Upload Own Design: It helps design your ticket using your own ready-made design template.
Here, you can superimpose the QR Code and unique ID on the ticket. In addition, you can also add variable information (which would be different for each ticket) by clicking on the + button. This information could be anything such as the guest’s name, row number, seat number, etc.
Here’s an example of a ticket created using a readymade template:
Default Design: It allows you to use the Ticket Generator’s standard design to customize your tickets. This includes adding a logo, changing the background color, or even adding a background image to your ticket.
Once you’ve finalized the design, click on Preview to see how your ticket looks.
e. Now, click on Done. Here, you need to specify the Delivery method. That means you need to choose how do you want the tickets to be distributed to the guests
Here are the four options you’ll see:
i. Generate Form Link: This option allows you to design and share a mobile landing page to get event registrations. This includes adding images, event description, details, filling the form fields, and customizing the button text
ii. Generate and Download: Here, you can generate and download the tickets in a printable format (PDF)
iii. Generate and Send: In this option, you get further three options to choose from:
a. Send tickets by email only: This option allows you to email the tickets (up to 1,000) to the guests. To do it, you just need to upload the file containing the emails in a CSV, XLS, or XLSX file. Or you can manually type the emails in the given fields
b. Send tickets by SMS only: Here, you can send tickets to your guests via SMS (up to 1,000 phone numbers)
c. Send tickets by both email and SMS: In this option, you can send tickets both by SMS and email to your guests
iv. Generate via API: Here, the Ticket Generator API can be integrated with your own registration system. Once done, you can generate tickets programmatically in real-time
e. Once you have specified all the details, click on Generate
That’s it. Your Graduation event tickets will be generated and you’ll be notified via email.
2. Solo tickets for contingencies
Say you have generated graduation tickets in bulk. But there are situations where you need single tickets. Here also, Ticket Generator has got you covered. It allows you to generate and distribute single tickets to the guests. It is useful in two scenarios:
a. Unplanned guests
Say some unplanned guests arrive at your Graduation event at the last moment. And you need to provide them with the tickets.
Now, it would be time-consuming and hectic to generate a whole batch of tickets again especially for them.
Don’t worry. Ticket Generator has got you covered. It can help you create additional tickets quickly. Here’s how:
i. Login to Ticket Generator
ii. Click on Create Tickets. Once done, you’ve to click on the Single button
iii. Now, you’ll be asked to select the appropriate event and under Choose Action section, click on the New Ticket
iv. Here, select the delivery method from the two choices—Download Ticket and Send Ticket
The Download Ticket option allows you to generate and download the ticket. On the other hand, the Send Ticket option helps you send the ticket to the guest via email ID or phone number
v. After finalizing the delivery method, click Generate & Download (in case of Download Ticket) or click Generate & Send (in case of Send Ticket)
That’s it. A new single ticket will be generated.
Note that you’ll need one credit for each extra ticket you create.
b. Resending the tickets
Now suppose you have generated the tickets and sent them to your guests. But due to some unforeseen reasons, some of them didn’t receive it.
At such times, you need to resend the event tickets to them. And here again, Ticket Generator has got you covered. Here’s how:
i. Login to Ticket Generator
ii. On the dashboard, click on Create Tickets followed by clicking on the Single button
iii. Now, you’ll be asked to select the event for which you want to resend tickets
iv. Once selected, click on Resend Ticket under the Choose Action section
v. Now, specify your mode of searching for the guest’s ticket. You’ll see three options to do it—ticket ID, guest’s email address, or phone number which you entered while creating the tickets
vi. After entering these details, click Search. Now, you will see the ticket details
vii. At last, click on View and specify the guest’s email ID or phone number
viii. Once you submit these details, click Resend
Note that you’ll not be charged extra for resending the tickets.
Now, let’s move ahead to detail how you can validate these graduation tickets.
D. Validation of tickets
As an event organizer, you’d need to know how to validate the tickets.
When done properly, it would show whether the ticket is valid, duplicate, or invalid entry in a contactless way. And to help you do it seamlessly, your team can help you out. How?
Ticket Generator allows you to add coordinators for the event. Once added, they’ll be authorized to validate the tickets.
Here are some simple steps you need to follow here:
1. From the dashboard, go to the Manage Event section
2. Now, select the required event
3. Once done, click on three horizontal dots under the More option followed by clicking on Add/Edit Coordinator
Here, you just have to specify the email address of each coordinator. Once done, these coordinators will receive an email invitation. Using this, they can log in to the Ticket Validator app on their phones
5. Now, they need to log in and select the event which they need to validate tickets for
6. At last, they have to click on Scan QR Code and get started with validating the tickets
D. Event analytics
As mentioned above, event analytics speaks volumes about your event performance. And you can show this data to the prospects to eventually convert them.
To view event analytics on the Ticket Generator, you need to follow these simple steps:
1. From the dashboard, head on to Manage Events
2. On the page that loads, select the event for which you want to track the event analytics
3. Now, click on See Analytics under the Attendance Analytics section
4. Here, you will see various details such as attendance percentage, Event Status, and when the event ends
Here are a few more details you can get via Ticket Generator:
- Attendance by time period
- Tickets validated per coordinator
- Used, new, expired, and invalid tickets
- Duplicate and re-entry allowed counts
In short, you get all the performance trackers in one place. Ticket Generator also allows you to download the entire analytics in PDF or XLSX format.
Thus, you can add them to your presentations to show them to your potential leads.
That’s it. That is all you need to know about Graduation event tickets. You can now go ahead and start generating tickets to ensure a safe, fun, and contactless experience for your guests.
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